Analysis (Category) Codes

Article Contents

• What are Analysis Codes
• How to Set Up Analysis Codes
• Using Analysis (Category) Codes
  • Assigning an Analysis Code to Primary Records
  • Adding Analysis Codes in Transaction record Windows
• Filtering/Reporting Using Analysis (Category) Codes
  • Using Analysis Codes as Filters for On Screen Information/Reports

What are Analysis Codes

The use of Analysis Codes can help to categorize items, customers, vendors, jobs, sales and general journal transactions.   Analysis codes can be also be referred to as category codes and/or tags.   Virtually all ledger/query windows, custom lookup, and/or reports will have a filter to specify an Analysis Code.  In some cases, two can be specified.  For example all customers with a specific code showing all sales for item(s) with a specific code.

Analysis Codes, when configured, create a custom pop-up list for use on primary records and some transactions.   A primary record in Connected refers to:  Customers, Vendors, Inventory Items, and Jobs.

Some examples of how Analysis Codes can be used are:

• Customers:  Separate different customer types, levels, or regions. 
• Inventory:  Distinguish between product lines, brands, and/or product types.
• Vendors:  Separate vendors by type, discount level, and/or approval rating.
• Jobs:  Distinguish between Job types
• Sales:  Assign specific invoices a Sales analysis for transaction grouping
• General Journals: Group journal entries for things like payroll, government grant tracking, or fixed assets.

How to Set Up Analysis Codes

Analysis Codes are on by default and do not need to be enabled  To begin using Analysis Codes, they must first be defined and this is managed in one central window that is accessed from the Company Setup menu as show in the following screen:

Each Analysis Code added can be used for a single window such as Customers only, or for all primary records (Customers, Vendors, Items, and Jobs) or transaction records (Sales and General Journals transactions).  A code will show up in all windows that are checked in setup, meaning the same code can be used for multiple areas.

For example, the code "SOFT" could be created and assigned to both Inventory Items and Vendors. Although this code will never combine Inventory and Vendors on a report, it can be used in both places to remove duplication.

The Analysis Code field is always optional and not a required field.   Selection is from a pop-up list so only values that have been setup can be used, controlling the data entry to a fixed list.

Below is an example of the Analysis Code setup window.  Checking the boxes in the For use with section will then make that code available in that area for selection. 

To print a list of Analysis Codes and see which areas they have been assigned to, click the Print Icon in the window to generate the following report:

Using Analysis (Category) Codes

Assigning an Analysis Code to Primary Records

Analysis code(s) can be assigned to a primary record anytime.  In Connected a primary record refers to:  Customers, Vendors, Inventory Items, and Jobs.  

To assign an analysis code, using a Customer as an example, find the customer in the Customers window or from a drill down using the Customer Query.   or add the primary record you want to add a code to, modify the record and select a valid code for that record type. Filters and reporting will use the analysis code on a primary record that is assigned a particular code at the time the search or report is run.

The analysis code field is found on the Details tab of a primary record.  The Customer window is shown in this example.

Adding Analysis Codes in Transaction record Windows

Analysis codes for Sales transaction and General journal transactions, can be added at any time, even if the transaction has been posted.  Filters and reporting will use the analysis code on a transaction that is assigned a particular code at the time the search or report is run.

The analysis code for sales transactions (Account Invoice, Credit Memo, Quick Invoices) is located on the Custom Sales Fields tab of these windows.  The Account Invoice window is shown in the example below.

Filtering/Reporting Using Analysis (Category) Codes

Using Find and Analysis Codes in Data Windows

The option to filter on-screen and report data easily using Analysis Codes is available in a number of different windows in Connected.

Below is an example of the Find function using the Analysis Code in the Customers window.   This will show the first customer that has the Analysis Code entered, and a user can move through the records using the back/forth arrows.  The Vendors window find functions in a similar way.

Using Analysis Codes as Filters for On Screen Information/Reports

An example of a report screen in Connected where Analysis Codes can be used to filter information on the go is the Sales Ledger.   Below two codes are used for invoices, PARTS and SERV.  This information can be filtered and sorted on screen, drilled down for detail, and exported/printed.  

Here is an example of how to filter customer invoices in the Sales Ledger using Analysis Codes.

Using Analysis Codes for Reports

A number of reports in Connected can be filtered before printing/exporting.   Below is an example of the Inventory Valuation Report with an Analysis Code filter.